Work orders and invoicing for property services
Inspection rounds that happen regardless, and fault reports that cannot wait. Both have to land on the right property and the right client — and the property manager wants their reference on the invoice.
A week in a property services company
The customers are housing associations, property companies and managers with many properties each. The week is two kinds of work: the planned — inspection, rounds, upkeep — and the unplanned, which starts with a fault report.
- 01
Contracts and fault reports
The maintenance contract brings a monthly fee and a number of visits. Fault reports arrive from managers and tenants by email and phone, with different urgency.
Where it breaksThe fault report sits in an inbox, and nobody sees which are fixed until the manager calls to ask.
- 02
Planning
Inspections are laid out per property and week. The urgent is squeezed in where there is room, often with a window when the tenant is home.
Where it breaksThe urgent pushes the inspections, and nobody notices a property has not had its visit in three weeks.
- 03
On site
The technician needs to know where the key is, which entrance applies and what to check. Photos before and after are evidence when the manager asks.
Where it breaksThe key information is in a binder at the office and in the head of whoever usually goes there.
- 04
Reconciliation
The month’s jobs are reconciled per property and client: what the contract covers and what is invoiced on top.
Where it breaksExtra work that was not noted on site is never invoiced, and what was noted lands on the wrong association.
- 05
Invoicing
The monthly fee is invoiced every month, extra work separately or on the same invoice, with the manager’s reference so the invoice can be approved on their side.
Where it breaksInvoices without the right reference come back from the manager and are paid a month late.
Built for Swedish rules
The rules behind property services
The buyer is nearly always a company or an association, and that changes which rules apply. ROT and RUT exist only where a private person buys for their own home.
- Shared spaces carry no deduction
- Skatteverket explicitly excludes cleaning shared spaces in apartment buildings, such as stairwells and laundry rooms, and snow clearing on a joint property association’s shared areas. Work that an association or property company buys is invoiced at 25 per cent VAT with no deduction.
- When the resident orders
- A tenant-owner who orders work inside their own apartment may be entitled to ROT; the claim then needs the association’s organisation number and the apartment number. The resident is the customer, not the association.
- Reverse charge
- Construction services to a buyer that itself sells construction services more than occasionally are invoiced without VAT, with the buyer’s VAT number and a reference to the reverse charge. Whether a given property owner is such a buyer is decided customer by customer.
- What the invoice must contain
- Among other things: date of issue, a unique sequential number, the seller’s VAT number, seller’s and buyer’s name and address, the scope and nature of the services, the date they were performed or completed if it differs from the date of issue, the tax base per VAT rate, the rate and the VAT amount. The manager’s reference is not a legal requirement, but often their condition for approving.
Checked against the authorities’ own pages — Skatteverket, Arbetsmiljöverket and the county administrative boards — in October 2026. This is a summary, not tax advice: in a single case the authority’s text decides, and amounts and rates change.
The same week in Closepact
Every row below is built, and carries the module and tier it needs. What is not built is in the next section.
- The property as a service addressScheduling & work orders · Start
- Every property is a service address on the customer, with access notes in free text that only the office and whoever is booked on the job can read, and coordinates for the clock-in fence. A manager with twenty properties is one customer with twenty addresses and a billing address of its own.
- Inspections that recurScheduling & work orders · Väx
- Inspections and rounds sit as recurring jobs per property — every week, every other week or every month. The jobs are written out ahead and show on the board next to the urgent ones.
- Fault reports with a time windowScheduling & work orders · Start
- A fault report goes in as a job with a priority and the customer’s window — earliest and latest — kept apart from the planned time. Without a day it sits in the queue, and if you take the last person off a scheduled job it goes back there.
- Photos and checklistScheduling & work orders · Start
- The technician works the checklist, adds materials and takes photos in the field app. The job cannot be marked done until the required items are ticked, and the photos are stored on the job.
- One invoice per clientInvoicing & receivables · Väx
- The month’s finished jobs for the same customer can be gathered onto one invoice, up to a hundred at a time. The monthly fee can run as a recurring invoice that is sent by itself every month. Your reference and the manager’s sit in fields of their own and are printed on the invoice.
- Several areas in one accountScheduling & work orders · Pro
- On Pro, staff, jobs and recurring jobs can be split per entity — a management area or a brand — without separate accounts.
Honest about the edges
What Closepact does not do for property services
This is here because it is cheaper to read now than to discover after the contract is signed.
No cost centre, no order number and no project on the invoice. There are fields for your reference and the customer’s, nothing more — if the manager requires a cost centre it has to go in the reference.
No portal for fault reports and no online booking — fault reports are entered by you. Online booking is marked “planned”.
No e-invoicing over Peppol yet, which some clients require. It is marked “planned”.
Entities on Pro split staff and jobs, but not customers and invoices: the customer register and the number series are shared across the whole account, and the invoice has the same sender.
No route optimisation; it is marked as coming.
What it costs a property services company of ten
Eight caretakers and technicians and two in the office, with associations and managers as customers. All ten log in to the schedule; the two in the office invoice.
Väx in both modules: recurring inspections and GPS-verified clock-in in the schedule, recurring invoices and reminders in invoicing. With several management areas in one account, the schedule becomes Pro.
Prices in SEK per month excluding VAT, on an annual agreement. Each module has a 14-day trial, no card. Seats are counted per module, the way the calculator on the pricing page counts them.
Per month, priced the way the pricing page prices it
| Scheduling & work orders · Väx | 914 kr |
|---|---|
| 10 users · base fee 619 kr, 5 users included · 5 more at 59 kr | |
| Invoicing & receivables · Väx | 279 kr |
| 2 users · base fee 279 kr, 5 users included | |
| Modules | 1 193 kr |
| Bundle discount 15 % | −179 kr |
| Per month, excl. VAT | 1 014 kr |
Buy one. Buy two. Buy all three.
Each module is whole on its own. Together they stop being three systems exporting files to one another.
Common questions
Questions property services companies ask
Can the property manager’s reference go on the invoice?
Yes. The invoice has two fields of its own, your reference and the customer’s reference, and both are printed. Customer number, delivery date and payment terms are printed too. A separate field for cost centre, order number or project does not exist today; if the manager requires one, it goes in the reference field. The billing address can differ from the property where the work was done, since a customer can have both a billing address and several service addresses.
How do we invoice the monthly fee for a maintenance contract?
As a recurring invoice: a template with lines, references, payment terms and how often — every month or quarter, on a day you pick. With automatic sending on, each invoice is issued and emailed by itself; one that cannot go stays a draft with the reason, and you are told. Without it, they are created as drafts you review and send. The number is taken only when the invoice is sent, so the series has no holes. Extra work is invoiced from the finished jobs, either on an invoice of its own or gathered for the month. Recurring invoices are included from Väx.
Can we take a fault report straight into the system?
You enter it: customer, property, description, priority and a window if the tenant has to be home. The job sits in the queue until it has a day and a person. There is no portal where managers or tenants report faults themselves, and no online booking — it is marked as coming. Through the API, from Väx, another system can create jobs for you.
Does maintenance for a housing association qualify for RUT or ROT?
No. The deductions are tax reductions for private people for work in or at their own home, and Skatteverket explicitly excludes shared spaces such as stairwells, laundry rooms and a joint property association’s shared areas. The association gets an ordinary invoice at 25 per cent VAT. If an individual tenant-owner orders work inside their apartment, that person may be entitled to ROT, and then that person is the customer.
Can we show the manager the job was done?
The photos the technician takes when the job is marked done are stored on the job, as is the checklist and, if you want one, a signature with a name. The clock-in stores the time and the position, and if the property has coordinates the server judges the position against them. There is no customer portal where the manager sees this themselves; you show or send it. Who clocked the time and who approved it shows on every time row.
What would it cost us?
The worked example above — eight technicians and two in the office, Väx in scheduling and invoicing — comes to 1 014 kr a month excluding VAT, after the 15 per cent bundle discount. If you need to split staff and jobs per management area, the schedule becomes Pro instead. Each module has a 14-day trial with no card, and you can start with one module and add the other later.
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